Medical Records Specialist, SBH

Job Description

Job Description

Summary: Provide administrative and client support for Behavioral Healthcare’s outpatient clinic in Framingham. Assist Office Manager in managing administrative training and coverage. Responsible for supporting medical records, client services, and the Massachusetts Impaired Driving Program (MID) while ensuring compliance with agency policies.  

Why Work for SMOC?

• Paid Time Off: All full-time employees can accrue up to 3 weeks of vacation, and 2 weeks of sick time and are eligible for 12 paid holidays during their first year of employment.
• Employer-paid Life Insurance & AD&D and Long-Term Disability for full-time employees.
• Comprehensive Benefits Package including Medical Plans through Mass General Brigham with an HRA Employer cost-sharing program, Dental Plans with Orthodontic Coverage, and EyeMed Vision Insurance available to full-time employees.
• 403(B) Retirement Plan with a company match starting on day one for all full-time and part-time employees.
• Additional voluntary benefits including; Term and Whole Life Insurance, Accident Insurance, Critical Illness, Hospital indemnity, and Short-Term Disability.
• Flexible Spending Accounts, Dependent Care Accounts, Employee Assistance Program, Tuition Reimbursement and more.

Primary Responsibilities:

• Process medical records and MID requests in accordance with applicable policies, procedures, and confidentiality requirements.
• Track and fulfill all requests for medical records by clients and other agencies and providers. 
• Process and maintain BSAS enrollment forms. Ensuring forms are complete, accurate, and submitted in accordance with the program requirements. 
• Greet and check-in clients, answer phone calls, and perform administrative duties. 
• Collect, verify, and process client information, required forms, obtain payments, and schedule new appointments. 
• Maintain and update client demographic and insurance information as needed. 
• Provide administrative support to the medical team and other clinic staff as needed. 
• Review client request files to identify required forms and distribute appropriate documentation for completion. 
• Inform staff of client arrivals, scheduling concerns, and non-payment issues.
• Provide clients with information and assistance regarding billing, financial concerns, and payment-related questions.
• Attend & participate in engagement team meetings as requested and communicate effectively with clients and staff in other areas.
• Engage all clients by understanding and addressing their needs, whether within or outside the scope of work.
• Maintain confidentiality of client, employee, and agency information in accordance with federal and state laws and funder requirements.
• Ensure compliance with program/department, agency and/or funder requirements, as well as SMOC policies & procedures.
• All members of the administrative staff need to provide cross-coverage and operational support to other administrative staff as needed to ensure continuity of the front-office services. 
• Support the front office receptionist and night administrator as needed.
• Provide back-up support to the Office Manager when needed.
• Perform other duties and responsibilities as assigned.

Knowledge and Skill Requirements:

• Prior experience in a medical reception or administrative capacity preferred.
• Friendly demeanor and solid organizational skills.
• Attention to detail.
• Work well as a member of a team.
• Computer skills including working knowledge of Word, Excel, Teams, and Zoom.
• Strong customer service skills including verbal communication skills.
• Strong understanding of client billing and clinic EHR system (Care Logic).
• Bilingual required. (English, Spanish).
• Trilingual Preferred. (English, Spanish and Portuguese).
• Dress Code: Business Casual.

Organizational Relationship: 

• Directly reports to the Framingham Office Manager.
• Indirectly reports to the Clinic Director.
• Direct reports of this position are none.

Working Conditions: As part of the responsibilities of this position, the Medical Records Specialist, SBH will have direct or incidental contact with clients served by SMOC in various programs funded or administered through the Executive Office of Health and Human Services. A successful background check is required of all employees of SMOC.

Hybrid Work Option:  Hybrid work is permissible in some positions at SMOC depending on the key functions and responsibilities. The Medical Records Specialist, SBH position is eligible to work from home 20% of the week in scheduling coordination with the department manager.

Monday, Thursday, Friday: 8:00AM - 4:00PM. Tuesday and Wednesday: 11:00AM - 7:00PM. Includes a 1-hour unpaid lunch break.
35 Hours per week.